Executive Assistant

Education

• High School Diploma or Equivalent including education equivalent to completion of secondary school or demonstrated ability to perform the essential functions of the role. AND Postsecondary (Cert/Diploma/Program Grad) or associates degree in business or secretarial training (Preferred)

Licenses/Certifications

• None required

Experience

• Minimum of 3 years experience in an executive administrative support role (Required).
• Experience in healthcare administration (Preferred)

Job Summary

The Executive Assistant – Hospital Administration supports the Chief Executive Officer (CEO), Chief Financial Officer (CFO), Chief Nursing Officer (CNO), and other executive leaders by coordinating administrative functions, handling confidential communications, and facilitating the efficient operation of the executive office. This position also assists with board meeting preparation, calendar management, event coordination, and the maintenance of executive records.

Essential Functions

• Provides high-level administrative support to the CEO, CNO, CFO, and Executive Team.
• Manages calendars, schedules meetings, coordinates travel arrangements, and prepares expense reports.
• Prepares and edits correspondence, reports, agendas, meeting minutes, and other documents.
• Acts as a liaison between administration, department leadership, board members, and external contacts.
• Coordinates and distributes materials for executive and board meetings (e.g., Board of Trustees, Leadership Committees).
• Maintains confidential executive and administrative files and documents.
• Supports office operations including answering phones, greeting visitors, handling mail, and ordering supplies.
• Assists with coordination of hospital events, conferences, and special projects.
• Tracks and maintains administrative schedules (e.g., Administrator-on-call lists, room reservations).
• Supports foundation or auxiliary projects (e.g., Cleo Craig Cancer Foundation).
• Provides backup support to administrative assistants and other departments as needed.

Knowledge/Skills/Abilities/Expectations

• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated professionalism and ability to work under pressure with frequent interruptions.
• Typing speed of 60 wpm or higher preferred.
• Skilled in scheduling, meeting logistics, and report formatting